Org Owner › Team

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Invite a staff member

Add a BCBA, an aide or another org owner to your clinic by email, and what happens until they accept.

Applies toOrg Owner

Everyone who works at your clinic gets their own ABACare account, and you create it by inviting them. You enter the person's name, email address and role, and ABACare emails them a link to set their password. Until they accept, they are listed on your team as a pending invitation. Parents are invited differently, by the BCBA from the learner's page.

Before you start

  • You work in the web app, as an org owner. Only org owners can invite staff.
  • Each BCBA and aide takes a place in your plan, and a pending invitation counts too. How many your plan includes depends on the plan: see Change the subscription plan.
  • An email address can belong to only one ABACare account, in any clinic.
  • While your clinic's access is suspended, Team takes you to Billing instead. See Pay an invoice and restore access.

Send the invitation

  1. Select Team in the top menu. The Team Members page opens.
  2. Select Invite User.
  3. Fill in the person's Email, First Name and Last Name.
  4. Under Role, pick Organization Owner, BCBA or Aide.
  5. Select Send Invitation.
The Invite User window with the email, first name and last name filled in and the Role list open on Organization Owner, BCBA and Aide
Invite a new team member.
Warning
Type the email address in lowercase. A staff member invited with capital letters in their address can accept the invitation but can never sign in.

If a field is missing or the address is not valid, the field shows a message such as Email is required, Invalid email format or Role is required, and nothing is sent.

The message User invited successfully appears, the window closes and the person joins the list with the status Pending Invitation.

If your plan's limit is reached

Inviting a BCBA or an aide beyond what your plan includes works in one of two ways:

  • If your plan lets you pay for extra staff, Plan Limit Exceeded opens with the extra monthly cost of the Extra BCBA or Extra Aide. Select Continue Anyway to send the invitation, or Cancel to go back to the form without sending it. The extra cost is added to your bill: see Manage billing details and invoices.
  • Otherwise the window shows BCBA limit reached for your plan or Aide limit reached for your plan, with a suggestion to upgrade, and nothing is sent. Upgrade the plan, or free a place by cancelling an invitation that was never accepted: see Manage team members. Deactivating someone who has left also frees their place.

Inviting another org owner never counts against the plan.

If the address already belongs to an ABACare account, the window shows Email already exists in the system, in English, and nothing is created.

What happens next

  • The person receives an email in English, "You've been invited to join" followed by your clinic's name and "on ABACare", with a link to set their password. The link works once, for 48 hours. See Accept an invitation.
  • Once they accept, their status on Team changes to Active and they can sign in.
  • An invitation cannot be sent again. If the link expired or the address was wrong, cancel the invitation and invite the person again: see Manage team members.
  • A new BCBA sees learners only once you assign them: see Assign a BCBA to a learner. A new aide sees learners once a BCBA adds them to a care team, and starts with every in-session permission off: see Grant in-session permissions to an aide.
  • An org owner you invite gets the same rights as you, including billing.

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